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How to Bulk Import Reservations

Updated: Andrew Tat Edited:

This article provides detailed instructions for using the bulk import template to upload multiple room reservations at once. The template allows you to efficiently import academic schedules and recurring events into your Room Reservations platform.

Getting Started

Before you begin, make sure you have:

Template Columns Reference

Column Name Required? Accepted Values / Format Notes
Event Name Yes Maximum 255 characters The import will reject any row where the event name is empty or exceeds 255 characters
Recurring? Yes

Yes

No

 Determines whether this is a one-time or recurring reservation
Reservation Start Date Yes Date in USA format (MM/DD/YYYY) The import will reject any row with an invalid date format
Reservation End Date

Yes if "Recurring?" is "Yes"

 

No otherwise

 Date in USA format (MM/DD/YYYY) Only required for recurring events. The import will reject the row if "Recurring?" is "Yes" and this field is empty
Recurring Days

Yes if "Recurring?" is "Yes"

 

No otherwise

List days using the following abbreviations in this order: MTWRFSU

  • M = Monday
  • T = Tuesday
  • W = Wednesday
  • R = Thursday
  • F = Friday
  • S = Saturday
  • U = Sunday
 Only required for recurring events. The import will reject the row if "Recurring?" is "Yes" and this field is empty or contains invalid day codes
Reservation Start Time Yes Time in 24-hour format (HH:MM) The import will reject any row with an invalid time format
Reservation End Time Yes Time in 24-hour format (HH:MM) The import will reject any row with an invalid time format
Requester Email Yes Valid email address Must match an email of an existing user in your platform. The import will reject the row if the user and email do not exist
Event Start Time No Time in 24-hour format (HH:MM)
  • Must be after the Reservation Start Time
  • If left empty, will automatically be set to the Reservation Start Time
  • Useful when you need setup time before the actual event begins
Event End Time No Time in 24-hour format (HH:MM)
  • Must be before the Reservation End Time
  • If left empty, will automatically be set to the Reservation End Time
  • Useful when you need cleanup time after the actual event ends
Building Yes Exact building name as it appears in your platform Must match a building name that exists in your system. The import will reject the row if the building does not exist
Space Yes Exact space name as it appears in the specified building Must match a space name that exists within the specified building. The import will reject the row if the building or space do not exist
Description No Free text Additional details about the event or reservation
Additional Notes No Free text Any additional information or special instructions
Purpose Yes

Event

Academic

 Categorizes the type of reservation

 

Common Import Scenarios

Single Event

For a one-time reservation:

  • Set "Recurring?" to "No"
  • Leave "Reservation End Date" and "Recurring Days" empty
  • Fill in all other required fields

Recurring Academic Schedule

For a class that meets multiple times per week:

  • Set "Recurring?" to "Yes"
  • Specify the semester end date in "Reservation End Date"
  • Use "Recurring Days" to specify meeting days (e.g., "MWF" for Monday, Wednesday, Friday)
  • Set "Purpose" to "Academic"

Weekly Event Series

For an event that repeats weekly:

  • Set "Recurring?" to "Yes"
  • Set the series end date in "Reservation End Date"
  • Specify the day of the week in "Recurring Days" (e.g., "T" for Tuesday)
  • Set "Purpose" to "Event"

 

Best Practices

  1. Double-check formatting: Ensure all dates are in MM/DD/YYYY format and times are in 24-hour HH:MM format
  2. Verify building and space names: Use the exact names as they appear in your system
  3. Test with a small batch first: Import a few reservations to verify your formatting before uploading larger files
  4. Check user permissions: Ensure the requester email addresses belong to valid users in your system
  5. Review recurring patterns: Double-check your recurring day codes and date ranges

 

Troubleshooting Common Errors

  • Invalid date format: Ensure dates follow MM/DD/YYYY format exactly
  • Invalid time format: Use 24-hour time format (HH:MM) without AM/PM
  • Building/Space not found: Verify the exact spelling and capitalization match your system
  • User not found: Confirm the email address exists and is active in your platform
  • Missing required fields: Check that all required columns have values
  • Invalid recurring days: Use only the specified day codes (MTWRFSU) in the correct order

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